PDF Digital Sign Automation

At Toyota Astra Motor, the purchasing and admin teams manage over a hundred documents each month that need department head approval. To make this routine task easier, Teman Data introduced an automated digital signing system using Encodian and Microsoft Power Automate. Staff simply upload the files to a shared folder, and the system handles the rest—returning signed documents within minutes. What used to take hours is now fast, smooth, and hassle-free.
 

Getting signatures for purchase orders and admin documents was a slow, manual process. Staff had to prepare, send, and sign over 100 files each month—taking up valuable time and often leading to delays or mistakes. Some documents didn’t have a clear approval path, which caused confusion and needed extra follow-up. As the workload grew, it became harder to manage, and the repetitive tasks pulled focus away from more important work.
 

Teman Data created an automated system using OneDrive, Encodian, and Power Automate to make document signing easier. For the purchasing team, the process was reduced to two folders: staff simply dropped files into a “Not Signed” folder, and within minutes, signed copies appeared in the “Signed” folder—saving hours of manual work each month.

For the admin team, an approval step was added before signing. PDF files were automatically emailed to the department head, with Power Automate linking the approval to Microsoft Teams. Once approved, the signed files were stored in SharePoint, giving the team a clear view of which documents had been sent, approved, and signed.

While the system saved a lot of time, it came with a few challenges. Encodian’s free limit of 50 signatures per account each month meant extra setup was needed, and placing signatures in the right spot required retesting for each new document type. Still, the automation was a major improvement—cutting down manual tasks and making digital signing easier to scale.